Butner Town Council

Meeting Agenda 7:00 PM Thursday, May 3, 2018

Council Meeting Room – Butner Town Hall 415 Central Avenue

Butner, NC 27509

1. Welcome, Remarks and Call to Order - Mayor Turner 2. Roll Call - Jessica Gladwin 3. Invocation and Pledge of Allegiance - Council Member Birdsong 4. Adjustments to and/or Approval of the Meeting Agenda 5. Approval of April 5, Meeting Minutes (Attachment 5)

6. Public Comment Period

Citizens wishing to address the Board must sign in on the form located on the podium prior to the beginning of the meeting.

7. 2018 National Day of Prayer Proclamation

May 3, 2018 has been designated as the National Day of Prayer. Activities are scheduled throughout the day by the Butner Church Council. (Attachment 7) Recommended Action: No action needed.

8. March 2018 Financial Report - Finance Director Hiscocks (Attachment 8)

Recommended Action: Accept Financial Report 9. Call for a Special Meeting to receive the FY 2018-2019 Budget from the Town

Manager.

The Finance Committee meets on April 30 at 5:30 pm to discuss the budget. Depending on progress made, a special meeting may be scheduled in mid-May to receive the 2018-19 Budget and the Budget Message from the Town Manager.

Recommended action: Call for a Special Meeting to receive the FY 2018-2019 annual budget from the Town Manager.

10. Consider Budget Amendment #012-2018 to increase the amount of sales tax paid to contractors by appropriating $20,000 of Fund Balance from the General Fund.

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This fiscal we have had several large contracts including paving F Street, the new culvert on F Street and the replacement of the roof on the Sports Arena. We are required to budget separately for sales tax paid to contractors, and at the time the FY 17-18 budget was prepared the amount of this sales tax reimbursements was unknown. (Attachment 10) Recommended Action: Staff recommends approving Budget Amendment #012-2018 to increase the amount of sales tax paid to contractors by appropriating $20,000 of Fund Balance from the General Fund.

11. Consider Adopting a Conflict of Interest Policy as Required by the Federal

Uniform Guidance

When spending federal award funds, local governments are required to adopt written policies governing conflicts of interest and gifts. 2 C.F.R. § 200.318(c)(1). Since the Town normally receives federal funds from several sources each year, we must adopt this policy prior to July 1, 2018. (Attachment 11) Recommended Action: Staff recommends adopting the presented Conflict of Interest Policy as required by 2 C.F.R. 200.318(c)(1).

12. Consider Adopting a Uniform Guidance Procurement Policy.

When spending federal grant and loan award funds, local governments are required to adopt written procurement policies that conform to applicable federal law and the Uniform Guidance. (2 C.F.R. § 200.318(a)) This policy contains language found in the relevant sections of the Uniform Guidance, 2 C.F.R. Part 200, relating to procurement requirements. The policy must be adopted prior to July 1, 2018. (Attachment 12)

Recommended Action: Staff recommends adopting the presented Uniform Guidance Procurement Policy as required by Uniform Guidance, 2 C.F.R. Part 200.

13. Consider adopting a policy by resolution that authorizes the Town Manager to

dispose (surplus) of personal property for one item or a group of items valued at less than $30,000.

G.S. 160A-266(c) allows small surplus personal property items to be sold without Council approval up to $30,000. The policy is designed to streamline the sale of one item or a group of items either by private or public means, retaining documentation of the item(s) sold, buyer, and sale price. A report to Council would be provided once the items are sold. Town staff would continue to list items on GovDeals.com or by any other means necessary to get the highest price. (Attachment 13)

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Recommended Action: Staff recommends adopting a policy by resolution that authorizes the Town Manager to dispose of personal property valued at less than $30,000.

14. Consider Resolution closing Central Avenue between D & E Streets from 6:00

am – 5:00 pm on June 2, 2018 for the Butner Chicken Pickin’.

The Chicken Picken will be held at Gazebo Park, with the Car Show along Central

Avenue beginning at 9:00 am on Saturday June 2nd . (Attachment 14)

Recommended Action: Staff recommends adopting a Resolution Declaring a Road Closure for the 2018 Chicken Pickin’ as presented.

15. Consider request by Granville County Chamber of Commerce to host Alive

After 5 on Thursday, August 16, 2018; to temporarily suspend “No Alcohol Consumption” in Gazebo Park from 5:00 pm to 9:30 pm; and to adopt a resolution closing Central Avenue between D & E Streets from 5:00 pm to 9:00 pm for the same event.

This year Butner has been asked to host Alive After 5 for the southern part of

Granville County. Staff will assist with stage retrieval, set-up and dismantling,

trash, traffic, and safety. In order for the Chamber to serve alcohol, Council

needs to suspend the “No Alcohol Consumption” policy for Gazebo Park. The

street closing requires the standard resolution to submit to NCDOT.

(Attachment 15)

Recommended Action: Staff recommends approving the request by Granville

County Chamber of Commerce to host Alive After 5 on Thursday, August 16,

2018, temporarily suspending “No Alcohol Consumption in Gazebo Park from

5:00 pm to 9:30 pm and adopt a Resolution Declaring a Road Closure for the

same event.

16. Consider resolution awarding retiring Butner Public Safety Officer Adley

Prager his badge and service firearm.

Officer Prager retired at the beginning of April following many years of service with BPS. Chief Roberts would like to honor his service by presenting him with his badge and service firearm. (Attachment 16) Recommended Action: Staff recommends adopting the resolution awarding retired Butner Public Safety Officer Prager his badge and service firearm.

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17. Reports (Attachment 17) Manager Planning/Parks & Recreation Director Public Safety Director

18. Other matters 19. Mayor and Council Comments 20. Closed Session if needed 21. Adjournment

REMINDERS: If you need additional information about the following items, please see the Town Clerk. May 8: Retirement PSO Adley Prager, BPS Training Room, 11:30 am May 12 Planning Board, Town Hall 7:00 pm May 11: Sunrise Forum - Town Hall, 7:45 am, Commerce Sec. Copeland guest speaker Special Olympics Torch Run – Murdoch, 10:30 am registration, 11:00 am Start May 14: Military Holiday Committee, Town Hall, 7:00 pm May 28: Town Offices Closed for normal business Memorial Day Ceremony – 10:00 am, Gazebo Park June 1: Chickin Pickin’ Dance, Lifestyle Fitness Parking Lot, 7:00 pm June 2: Chicken Pickin’ Gazebo Park, 9:00 am

THURSDAY, APRIL 5, 2018 – 6:00 P.M.

REGULAR MEETING OF THE BUTNER TOWN COUNCIL

COUNCIL MEETING ROOM – TOWN HALL

The Butner Town Council met at the above-mentioned time and place. All members of the

Council and local news media were notified of the same as well as the purpose of the meeting.

Present were Mayor Terry Turner, Council Members Michel Branch, Bill Birdsong, Jimmy Gooch,

Tom Lane and Vickie Smoak. Also present was Town Attorney James C. Wrenn, Jr., Town

Manager Tommy Marrow, and Town Clerk Barbara Rote.

Absent: MPT Bill McKellar

CALL TO ORDER

Mayor Turner called the meeting to order. Clerk Rote called the roll for Council attendance.

Council Member Lane gave the prayer followed by the Pledge to the American Flag.

AGENDA APPROVAL & ADDITIONS

COUNCIL MEMBER LANE MADE A MOTION, SECONDED BY COUNCIL MEMBER BRANCH, TO APPROVE THE AGENDA AS

SUBMITTED. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED.

MARCH 1, 2018 MINUTES APPROVAL

MINUTES WERE APPROVED ON MOTION BY COUNCIL MEMBER SMOAK, SECONDED BY COUNCIL MEMBER BRANCH. ALL

VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED.

PUBLIC COMMENT PERIOD

No one from the public spoke during public comment period.

OFFICERS DUKE AND ALSTON RECOGNIZED

Butner Public Safety Director Roberts recognized Officer Cecilia Duke for receiving her

Intermediate Law Enforcement Certificate. The certificate is earned through training,

experience and education.

Chief Roberts recognized Lt. Derrick Alston for receiving a Director Accommodation Letter from Central Regional Hospital for his outstanding service and work. Lt. Alston serves the hospital

under our contract with them.

PUBLIC HEARING – ECONOMIC INCENTIVE FOR RICEWRAP

RELOCATION AND EXPANSION IN BUTNER

Mayor Turner opened the Public Hearing.

ATTACHMENT 5

The hearing was held pursuant to N.C.G.S. 158-7.1 to hear the views of the public on aiding and

encouraging the location or expansion of industrial facilities in the Town of Butner, specifically as follows: the relocation of a manufacturing company to the Town of Butner. The company will

invest approximately $10,275,000 in up-fitting an existing building and installing production

lines, and will employ potentially 300 new employees. The maximum cost of the Town-funded

improvements will be up to $130,000. This project will be funded with general Town operating

funds.

The incentive agreement will specify the terms upon which the Town will provide incentive funds

for the project. It is anticipated that new tax revenues generated from the company’s capital

investment in the project over a period not to exceed five years will offset the cost to the Town. In

order to appropriate the funds for the incentive, and to enter into the incentive agreement, the

Council must determine that the appropriation for the incentive will increase the population, taxable property, agricultural industries, employment, industrial output, or business prospects

of the Town.

Attorney Wrenn clarified that three payments will be made. The first payment of $40,000 will be

paid when the Project is open for business in Butner and in operation. The second and third

payments ($40,000 & $50,000) will be paid to the Company no later than July 31 of each calendar year in which the Company qualifies for Future Incentive Payment according th the

terms of the contract. This varied slightly from an earlier proposal.

County Economic Development Directory Harry Mills explained that statutory requirements were

met for approving the Butner economic incentive package for RiceWrap Foods and recommended approval of the $130,000 package.

Mr. Mills introduced RiceWrap President, Richard Cronk who was excited to be back in Granville

County and part of the community. He hopes to be up an operational by August 1.

Mayor Turner and Council Members welcomed RiceWrap Foods.

No one else from the public wished to speak. Mayor Turner closed the public hearing.

APPROVED ECONOMIC INCENTIVE AGREEMENT WITH RICEWRAP FOODS, AUTHORIZE

THE TOWN ATTORNEY TO FINALIZE AND THE TOWN MANAGER TO EXECUTE THE AGREEMENT

COUNCIL MEMBER LANE MADE A MOTION, SECONDED BY COUNCIL MEMBER SMOAK, TO APPROVE AN ECONOMIC

INCENTIVE AGREEMENT WITH RICEWRAP FOODS NOT TO EXCEED $130,000, PAYABLE IN THREE INSTALLMENTS. $40,000 WILL

BE PAID WHEN THE PROJECT IS OPEN FOR BUSINESS IN BUTNER AND IN OPERATION. EACH FUTURE INCENTIVE PAYMENT SHALL

BE PAID TO THE COMPANY NO LATER THAN JULY 31 OF EACH CALENDAR YEAR IN WHICH THE COMPANY QUALIFIES FOR

FUTURE INCENTIVE PAYMENT, PROVIDED THAT THE COMPANY IS CURRENT ON ALL TAXES AND FEES OWED TO THE TOWN FOR

THE PREVIOUS CALENDAR YEAR. THE MOTION INCLUDED AUTHORIZING THE TOWN ATTORNEY TO FINALIZE AND THE TOWN

MANAGER TO EXECUTE TO AGREEMENT. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED.

FEBRUARY 2018 FINANCIAL REPORT

Finance Director (FD) Hiscocks presented the February 2018 Financial Report as summarized

below. Interest earned on investments has increased 280% since last year. Excluding the money

allocated from the General Fund to balance the budget, collections are at 73% and expenditures

at 61%. There are still large items outstanding such as the fire truck. ABC revenues continue

to be low due to the construction of their new building.

COUNCIL MEMBER BRANCH MADE A MOTION, SECONDED BY COUNCIL MEMBER SMOAK, TO ACCEPT THE FEBRUARY 2018

FINANCIAL REPORT AS PRESENTED. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED.

February 2018 Financial Report

66% of FY Complete

General Fund

Stormwater Fund

REVENUES

YTD

$ 4,984,945

$ 346,863

YTD Percent of Budget

62.93%

77.94%

EXPENSES

YTD

Budget

$ 4,786,683

$ 7,921,530

$ 230,245

$ 445,010

YTD Percent of Budget

60.43%

51.74%

January, 2018 Total Cash & Investments Town-Wide – All Funds

General Fund

$8,903,148

Other Funds

$1,256,386 Total

$10,159,529

APPROVED FY 2017-18 AUDIT CONTRACT – W.L. STARK & CO.

FD Hiscocks presented for approval the FY 2017-18 Audit Contract with W.L. Stark and Co.,

not to exceed $19,400. The audit includes the performance of the annual audit in accordance

with General Auditing Standards, additional procedures associated with Single Audit (due to the CDBG Grant) and assistance with financial statement preparation.

COUNCIL MEMBER LANE MADE A MOTION, SECONDED BY COUNCIL MEMBER SMOAK, TO APPROVE THE FY 2017-18 AUDIT

CONTRACT WITH W.L. STARK AND CO., NOT TO EXCEED $19,400. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED.

ADOPTED RESOLUTION AUTHORIZING THE TOWN OF BUTNER TO ENGAGE IN

ELECTRONIC PAYMENTS AS DEFINED BY G.S. 159-28

FD Hiscocks presented a Resolution Authorizing the Town of Butner to Engage in Electronic

Payments as Defined by G.S. 159-28.

Recently the NC Local Government Commission adopted rules to address the execution of the

pre-audit and disbursement process related to electronic transaction for local government units. Unit of government can now be exempt from the pre-audit certificate and disbursement

certificate requirements on electronic transactions if requirements of the new administrative

code rules are followed. None of the rule changes exempts a unit of government from going

through the pre-audit process; the rules only exempt a unit from affixing the certificate of pre-

audit on electronic transactions. Electronic transactions covered by this change are charge cards, credit cards, gas cards, and electronic funds transfers. Council will have final approval

on the policy.

FD Hiscocks explained that one way to handle the pre-audit procedure for credit cards could

be to authorize a certain amount per card per month. The holder would have to keep track of

their purchases so as not to exceed the amount on a spreadsheet.

COUNCIL MEMBER LANE MADE A MOTION, SECONDED BY COUNCIL MEMBER BRANCH, TO ADOPT A RESOLUTION

AUTHORIZING THE TOWN OF BUTNER TO ENGAGE IN ELECTRONIC PAYMENTS AS DEFINED BY G.S. 159-28, ALLOWING THE

FINANCE OFFICER TO CREATE POLICIES AND PROCEDURES FOR ELECTRONIC PAYMENTS. THE POLICIES AND PROCEDURES

WILL BE BROUGHT TO THE COUNCIL FOR ADOPTION. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED.

TOWN OF BUTNER

RESOLUTION AUTHORIZING ELECTRONIC PAYMENTS

G.S. 159-28

Resolution authorizing Town of Butner to engage in electronic payments as defined by G.S.

159-28.

WHEREAS, it is the desire of the Butner Town Council that the Town of Butner is authorized to engage

in electronic payments as defined by G.S. 159-28.

WHEREAS, it is the responsibility of the Finance Officer, who is appointed by and serves at the pleasure

of the Butner Town Council, to adopt a written policy outlining procedures for pre-auditing obligations

that will be incurred by electronic payments as required by NC Administrative Code 20 NCAC 03 .0409;

WHEREAS, it is the responsibility of the Finance Officer, who is appointed by and serves at the pleasure

of the Butner Town Council, to create a written policy outlining procedures for disbursing public funds by

electronic transaction as required by NC Administrative Code 20 NCAC 03 .0410;

NOW, THEREFORE, BE IT RESOLVED, by the Town Council of the Town of Butner

Section 1. Authorizes the Town of Butner to engage in electronic payments as defined by G.S. 159-28;

Section 2. Authorizes the Finance Officer to create a written policy outlining procedures for pre-auditing

obligations that will be incurred by electronic payments as required by NC Administrative Code 20

NCAC 03 .0409;

Section 3. Authorizes the Finance Officer to create a written policy outlining procedures for disbursing

public funds by electronic transaction as required by NC Administrative Code 20 NCAC 03 .0410; and

Section 4. This resolution shall take effect immediately upon its passage.

CONTRACT AWARDED TO RIGHTWAY CONSTRUCTION FOR CENTRAL AVE. SIDEWALK

PROJECT, PHASE III - $$69,510 INCLUDES 5% CONTINGENCY

Town Manager Marrow presented for consideration awarding the contract for the Central Ave. Sidewalk Project Phase III, (East B to East D Streets) to lowest, responsive, responsible bidder,

Rightway Construction, in the amount of $66,200, with a 5% contingency ($3,310) for a total of

$69,510. The Town received a Downtown Revitalization Grant in the amount of $50,000 and

approved an additional $50,000. Four bids were received: Carolina Sunrock - $308,622.29,

HG Reynolds - $94,200, PGA Construction $89,498, and Rightway Construction $66,200. The

grant has to be used by August 1, 2018.

COUNCIL MEMBER SMOAK MADE A MOTION, SECONDED BY COUNCIL MEMBER GOOCH, TO AWARD THE CENTRAL AVE.

SIDEWALK PROJECT, PHASE III, TO LOWEST, RESPONSIVE, RESPONSIBLE BIDDER RIGHTWAY CONSTRUCTION, IN THE AMOUNT

OF $66,200, WITH A 5% CONTINGENCY ($3,310) FOR A TOTAL OF $69,510, AND AUTHORIZE THE TOWN ATTORNEY TO FINALIZE

AND TOWN MANAGER TO EXECUTE THE DOCUMENT. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED.

STAFF DIRECTED TO EXPLORE EXTENDING CENTRAL AVE. SIDEWALK FROM D ST.

TO GAZEBO PARK

During discussion about the contract for the Central Ave. Sidewalk project, it was mentioned

that the project would be under budget. Council directed staff to explore the possibility of

extending the sidewalk from B Street to the sidewalk in front of Gazebo Park.

APPROVED PURCHASE FOR TWO GAZEBOS AT LAKE HOLT

PUBLIC WORKS TO BUILD PICNIC TABLES AND ADD GRAVEL

Planning Director (PD) Hodges presented for consideration purchasing a Gazebo for Lake Holt. Public Works Director, Daniel, recommended a gazebo from Costco that could work well as a

smaller picnic shelter next to the new playground. The gazebo is 12’ x 14’, large enough for two

picnic tables and could be constructed closer to the playground for smaller gatherings, or for

shade for parents while kids play. Funding is available from the project budget as well as the

Maintenance and Landscaping budget for Lake Holt. The estimated cost of two Gazebos is $4,000. Picnic tables for the Gazebo were recommended with construction by the Public Works

Department.

Council also asked to gravel the muddy area near the playground.

Council was concerned about placement of the gazebos and eliminating parking spaces. Staff will mark off the area for the gazebos and the walkway from the picnic shelter to the playground.

Council will be contacted to visit the site and to provide feedback to PD Hodges.

COUNCIL MEMBER SMOAK MADE A MOTION, SECONDED BY COUNCIL MEMBER BRANCH, TO PURCHASE TWO GAZEBOS,

MATERIALS FOR PUBLIC WORKS TO BUILD PICNIC TABLES, AND TO ADD GRAVEL TO THE MUDDY AREA NEAR THE

PLAYGROUND. FUNDS FROM THE PLAYGROUND PROJECT AND LAKE HOLT BUDGETS WOULD BE USED. ALL VOTES WERE IN

THE AFFIRMATIVE. THE MOTION CARRIED.

APPROVED FUNDING FOR SIDEWALKS ALONG W. LYON STATION RD. REALIGNMENT

PD Hodges presented for consideration funding sidewalks along the realigned West Lyon Station

Road NCDOT project. As a state funded project, the Town has some options to fund additional

items in the realignment of West Lyon Station Road. One of the options is to pave the sidewalks

along the new roadway. This would only require the Town to pay 20% of the cost of the sidewalk.

The total cost is estimated to be $35,000, so the Town would be required to pay $7,000 for the sidewalks with appropriations in FY 2019 Budget. NCDOT Project No. 47165.1.1 (U-6020)

Town Manager Marrow explained that NCDOT needs to know the Town’s commitment on this

part of the project as well as the Left Turn Lane on NC 56 (see item below).

COUNCIL MEMBER LANE MADE A MOTION, SECONDED BY COUNCIL MEMBER BRANCH, TO APPROVE FUNDING FOR

SIDEWALKS ALONG THE REALIGNED WEST LYON STATION ROAD NCDOT PROJECT. ALL VOTES WERE IN THE AFFIRMATIVE. THE

MOTION CARRIED.

DIRECTED TOWN MANAGER TO PURSUE OWNERSHIP OF “OLD PORTION” OF W. LYON

STATION RD IN EXCHANGE FOR NCDOT INSTALLING LEFT TURN AT REALIGNED NC 56/NEW W. LYON STATION REALIGNMENT

PD Hodges presented for consideration funding a left turn lane on NC 56 at the new intersection

for the realigned West Lyon Station Road.

Prior to the realignment of West Lyon Station Road project being funded on the State

Transportation Improvement Plan (STIP), the Town had worked with Kimley-Horn to create a

conceptual design. NCDOT is now designing the road, which has some changes. One of the

changes is to remove the left turn lane that would serve vehicles turning from NC 56 into the

undeveloped land that is the beginning of the Butner Gateway Area. As the project is currently designed, the turn lane would be constructed and paid for by the future developer of that

property. The estimated cost of the addition of a left-turn lane on NC 56 serving the property to

the south is $210,000. Two engineers that the Town works with were consulted and they thought

the price was high. PD Hodges also noted that NCDOT has listed the area for future upgrades

in the State Transportation Plan; however, NCDOT does not always find funding for the projects. NCDOT Project No. 47165.1.1 (U-6020)

Town Manager Marrow explained the following options:

1) Do nothing

2) Agree to pay for the project, anticipating that it may be under the estimated $210,000

3) Split the cost later with the developer. However, costs may be higher. 4) In exchange for NCDOT incurring costs for the turn lane, Butner would take over the “old

portion” of W. Lyon Station Rd. once the project was complete. NCDOT contacted Marrow

suggesting this option. Marrow would ask NCDOT to clean out the ditches prior to

ownership.

Mayor Turner pointed out that including the turn lane with the NCDOT project will avoid future

construction with increased costs, and may serve as an incentive for development in the Butner

Gateway Area.

COUNCIL MEMBER LANE MADE A MOTION, SECONDED BY COUNCIL MEMBER GOOCH, TO DIRECT THE TOWN MANAGER

AND TOWN ATTORNEY TO PURSUE AN EXCHANGE WITH NCDOT RELATED TO THE W. LYON STATION RD. REALIGNMENT.

BUTNER WILL TAKE OWNERSHIP OF THE “OLD PORTION” OF W. LYON STATION RD. IN EXCHANGE FOR NCDOT INSTALLING A

LEFT TURN LANE AT THE NEW W. LYON STATION/ NC 56 INTERSECTION. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION

CARRIED.

DEFERRED ATTENDANCE POLICY FOR PLANNING & ZONING BOARDS

PD Hodges presented for consideration an attendance policy for Planning Board and Board of

Adjustment. An amendment to the Butner Land Development Ordinance was recently approved

to add two alternates to the Planning Board since that advisory board had been unable to get a

quorum at some recent meetings. Town Council asked for options to remove members that

chronically miss meetings. Staff researched policies in other municipalities. Most of the other municipalities have attendance polices, but have rarely enforced them. If Town Council felt it

necessary to adopt an attendance policy, staff recommended Town Council have the option to

remove regular and alternate members of Planning Board and Board of Adjustment if they have

unexcused absences for more than 25% of meetings in a year, or excused absences for 50% of

meetings in a year. This would give the decision to Town Council, and allow consideration for issues such as if a Board only met once in a year, Council would not be required to remove a

member for missing one meeting.

Mayor Turner pointed out that he talked with the Planning and Zoning Board Chairmen, staff

and some Council Members. He suggested revisiting the policy later if the use of alternates does

not work and attendance continues to be a problem. Following some discussion Council felt this was a good option.

COUNCIL MEMBER LANE MADE A MOTION, SECONDED BY COUNCIL MEMBER SMOAK TO DEFER ADOPTING AN

ATTENDANCE POLICY FOR THE PLANNING BOARD AND BOARD OF ADJUSTMENT UNTIL A LATER DATE AND REVISIT THE POLICY

IF NEEDED. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED.

APPROVED RESOLUTION CLOSING CENTRAL AVE. MAY 28 - MEMORIAL DAY SERVICE

BPS Director Roberts presented a resolution to close Central Ave. between D & E Streets from

9:30 am – 11:30 am on May 28, 2018 for the Memorial Day Service. The annual Memorial Service

will be held at Gazebo Park beginning at 10:00 am on Monday, May 28.

COUNCIL MEMBER SMOAK MADE A MOTION, SECONDED BY COUNCIL MEMBER GOOCH, TO APPROVE A RESOLUTION

CLOSING CENTRAL AVE. BETWEEN D & E STREETS ON MAY 28 FROM 9:30 AM – 11:30 AM FOR THE ANNUAL MEMORIAL DAY

SERVICE. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED.

RESOLUTION DECLARING A ROAD CLOSURE FOR THE 2018 BUTNER MEMORIAL DAY

SERVICE

WHEREAS, the Town Council of Butner acknowledges a long tradition of an annual Memorial Day Service for its

citizens to honor the fallen; and

WHEREAS, the Town Council of Butner acknowledges its citizens realize a civic benefit from holding an annual

Memorial Day Service; and

WHEREAS, the Town Council of Butner acknowledges a Memorial Day Service requires approximately one half

(1/2) hour to install signing and traffic control, and also requires approximately one half (1/2) hour for removing signs,

traffic control, and litter retrieval;

NOW THEREFORE BE IT RESOLVED by the Town Council of Butner pursuant to the authority granted by G.S.

20-169 that they do hereby declare a temporary road closure during the day(s) and times set forth below on the

following described portion of a State Highway System route:

Date(s): Monday, May 28, 2018

Times: 9:30 a.m. to 11:30 a.m.

Route Description: Central Avenue (SR 1103) between D Street (SR1113) and E Street (SR1172)

This resolution is to become effective when signs are erected giving notice of the limits and times of the ceremony,

and implementation of adequate traffic control to guide through vehicles around the event route.

Adopted this 5th day of April, 2018

APPROVED BUDGET AMENDMENT 011-2018 FOR FIRE TRUCK FINANCING

FD Hiscocks presented Budget Amendment 011-2018 in the amount of $6,851 for financing the Fire Truck through the end of the Fiscal Year. At the time the FY 2017-2018 budget was

prepared, financing for the Fire Truck was not complete so an estimate was used for the interest

and principal payments during this fiscal year. BB&T has now provided us with an

amortization schedule. The amount budgeted for the loan payment due in June 2018 is

insufficient. An additional $6,851 needs to be appropriated to cover this year’s obligation. The

amount of interest income we have received through February 2018 has exceeded the total budgeted for this revue item for the entire Fiscal Year. Therefore, it is recommended that rather

than appropriate additional Fund Balance for the current fiscal year that the line item for

investment earnings be increased by the amount needed to cover the loan obligation.

COUNCIL MEMBER BRANCH MADE A MOTION, SECONDED BY COUNCIL MEMBER LANE, TO APPROVE BUDGET

AMENDMENT 011-2018 INCREASING THE CURRENT YEAR GENERAL FUND TOTAL APPROPRIATION BY $6,851 TO COVER THE

ADDITIONAL FUNDS NEEDED FOR THE FY 2017-2018 FIRE TRUCK PAYMENT. ALL VOTES WERE IN THE AFFIRMATIVE. THE

MOTION CARRIED.

TOWN OF BUTNER

BUDGET ORDINANCE AMENDMENT

___011____ - 2018

BE IT ORDAINED by the Council of the Town of Butner, North Carolina that the following amendment be

made to the annual budget ordinance for the fiscal year ending June 30, 2018:

Section 1. To amend the General Fund, the appropriations are to be changed as follows:

Account No. Decrease Increase

10-9103-5710 Fire truck loan - principal $ 6,135

10-9103-5720 Fire truck loan – interest 716

$ 0 $ 6,851

======= ======

This will result in a net increase of $6,851 in the appropriations of the General Fund. To provide additional revenue

for the above, the following revenue will be increased. There is sufficient available Fund Balance for this

appropriation. (To appropriate additional funds for fire truck loan payment).

Account No. Decrease Increase

10-0000-3831 Investment earnings $ 6,851

$ 0 $ 6,851

======= =======

Section 2. Copies of this budget amendment shall be furnished to the Town Clerk, and to the Budget Officer

and the Finance Officer for their direction.

Adopted this 5th day of April 2018.

REGULAR MONTHLY COUNCIL MEETING TIME CHANGE TO 7:00 PM BEGINNING MAY 3

Mayor Turner presented for consideration, changing the Monthly, Town Council Meeting time

from 6:00 pm to 7:00 pm, beginning May 3, 2018. Council would continue to meet the first

Thursday of each month in the Council Meeting Room, Butner Town Hall, 415 Central Avenue,

Butner. General attendance will probably not increase but when there are items on the agenda

of interest to the public, the time is more accommodating. It was noted that members of the public expressed an interest in returning to the 7:00 pm time to several Council Members.

COUNCIL MEMBER BRANCH MADE A MOTION, SECONDED BY COUNCIL MEMBER GOOCH, TO CHANGE THE REGULAR,

MONTHLY, TOWN COUNCIL MEETING TIME FROM 6:00 PM TO 7:00 PM, BEGINNING MAY 3, 2018. ALL VOTES WERE IN THE

AFFIRMATIVE. THE MOTION CARRIED.

TOWN MANAGER REPORT

In addition to his written report, Town Manager Marrow updated Council on collections for the

Wynngate Street Assessment. Of the 220 initial letters sent, 50% submitted payment. Those

not responding received additional letters with the grace period of April 15. Only 23% of those

have made a payment. We received ten payments this past month. The next step would be

foreclosure or some type of debt setoff.

The F Street culvert has been set in place and has water flowing through it.

F Street resurfacing has begun, weather permitting. We are also going to add 28th Street to this project. This street was used as part of the detour around the culvert and took a beating. No budget amendment is

necessary.

The playground equipment at Lake Holt has been completed.

The Central Avenue sidewalk project from B Street to D Street bid opening was held on March 27, 2018.

Attended a pre-construction meeting with DanCo and VLC. This meeting coordinated what state agencies were to be involved in the zoning and building of the Veterans Life Center. Also, Steve Austin reviewed

all the CDBG requirements for DanCo.

Met with developers who are interested in more residential development. The property they are interested in is zoned Light Industrial. We are still in negotiations with them.

Attended Managers’ meeting in Oxford. All Managers attended.

Attended Stormwater Utility meeting to discuss upcoming budgets and Stormwater rates. We are not going to increase rates this year.

Department heads turned in their draft budgets to Susan for FY 2018-19. The first Finance Committee meeting will be held on Tuesday, April 10, 2018 at 5:30 pm.

New signage has been installed on the Greenway between the elementary and middle school. These signs are very specific about no driving on the Greenways. Violators including school personnel will be

prosecuted. New garbage cans and pet waste station will be relocated in a more convenient location for

users.

The Sports Arena roof has been completed. The contractor was very good in their methodical approach to the project.

As of this writing, no Wynngate Assessments were received this month from the County Tax Department. We may have an update at the meeting.

CONSENSUS TO REPLACE WILLOW TREES – GAZEBO PARK

Town Manager Marrow asked for and received consensus from Council to replace a falling Willow

Tree in Gazebo Park. The Beautification Committee supported his recommendation. In addition,

Council asked to replace a willow tree in the back of the park that was previously removed.

PLANNING, PARKS AND RECREATION REPORT

The Town Easter Egg Hunt was held on Saturday, March 24, 2018 at 10:00 a.m. The event was very

successful with approximately 100 children in attendance. Having the hunt at the BAP worked very well.

Everyone seemed to have a good time.

A huge thank you to the Parks and Recreation Advisory Committee for their time planning and working at the Easter Egg Hunt. Also a huge thank you to Tally Ho Baptist Church that sent a van of volunteers, and the

Butner Community Association for sending volunteers.

The playground at Lake Holt is complete and open for use.

The Planning Board will not meet in April.

The roof replacement at the Sports Arena is complete.

The East Lyon Station Greenway Extension in front of Stay Online and 3 Wishes is almost fully designed. Once the design is complete, we will start surveying to obtain easements from these two property owners and

get right-of-way approval from NCDOT and then we will be ready to put the project out to bid. We hope to

begin construction in early summer of 2018. The construction of the project should take about 4 months.

Meadows at Wynngate, residential development completing the original phase 4 of the Wynngate Subdivision should have final plat approval any day, which will allow lots to be sold and construction of

homes to begin.

Applewood Townes West, the Townhome project on Joe Peed Road is working on their construction plans for site plan and stormwater management permits.

PUBLIC SAFETY REPORT

In addition to his written report, Public Safety Director Roberts reminded the public not to

smoke when using oxygen. This has been the cause of several fires. Officer Adley Prager

retired this week. A retirement party will be planned in the future. The Torch Run is

scheduled for May 11.

FIRE SERVICES

Notable Fire Calls and Services since last meeting

02/27/2018 Fire caused by smoking near oxygen w/injury West B St.

03/02/2018 Woods Fire burned 1.5 acres 1000 H St.

03/10/2018 Building Fire from Cooking Equip. Carolina Chicken & BBQ

03/19/2018 Building Fire from Arson-Suspect Arrested Piedmont Park MHP

Other Fire Incidents

Motor Vehicle Collisions 3

Fire Alarm Activations 7

Gas Leak 1

Brush Fire 2

Smoke Scare 1

Downed Power Lines 1

Rubbish Fire 1

Shorted Electrical Equipment 1

Removal of Victim from Stalled Elevator 1

Residential Knox Box

Butner Public Safety has registered for the Residential Knox Home Box program. Residents will have the ability to

purchase a Knox Home Box that can be mounted to the home or a door hanger. Residents can place a key to their

door in this mount. Butner Public Safety is the only agency that has a key that will open the box. The cost of the

mount is $159.00. This would be cheaper than repairing a door opened by forcible entry in the event of a fire or

emergency call. Residents may contact Captain Champion at 919-575-6561 ext. 121 to learn more about the

program. (Literature attached)

POLICE SERVICES

Notable Police Calls and Services since last meeting

911 Hang Up Calls = 15

Animal Complaints = 6

Arrest = 24

Arson= 1

B & E Structures = 3

B & E Motor Vehicles = 1

Communicating Threats = 1

Disturbances = 14

DWI = 1

EMS Calls = 11

Juvenile Complaints = 2

Larcenies = 9

Larceny of Motor Vehicles = 1, a four wheeler

Traffic Stops =204

Traffic Citations issued = 119

Vehicle Crashes”10-50’s” = 11

Ride Along = 2

Community Watch Meeting: The next Community Watch meeting is April 12, 2018 at 6:00 pm in the Camp Butner Room at Town Hall. All are invited

MISCELLANEOUS

Mayor Turner swore in PSO Jeff Costa at BPS on March 20, 2018

PSO and Telecommunicator recruitment underway for several retirements in July

Promotional Assessment Center will be held in April. We will be using HR and Business Management professionals from Butner Institutions and Businesses to assist in the evaluation process.

No “bites” yet on selling the old fire apparatus

COUNCIL COMMENTS

Council Member Branch thanked all those involved with the successful Easter Egg Hunt. BCA

meets on April 19 at 7:00 PM at Town Hall. Beautify Butner will be April 21. Applications are

available for Chickin Pickin Vendors and volunteers on the BCAServes.org website.

Council Members Birdsong and Gooch, who are Butner’s appointees to the SGWASA Board, gave

an update from their recent meetings. Items of interest included: tabling modifications to the

Bylaws that required meeting attendance by Town/City Managers; SGWASA is working on ways

to bypass the water plant without reducing pressure for maintenance and upgrading the plant:

and, long-range growth plans for sewage service across I-85 is being considered.

Council Member Smoak reported that the Beautification Committee would be working on

landscaping improvements to the Welcome Sign on Gate #2 Rd, the Welcome Sign at HYW 56

and at the Butner Public Safety Bld. Estimated cost for materials is $1,600 and falls within their

budget. They also would like the brush cut under the BAP sign.

MAYOR’S COMMENTS

In addition to his written comments, Mayor Turner clarified that USPS will only conduct the

residential and business survey for zip code realignment after a realignment analysis is

complete.

I attended the Granville County’s Veterans Appreciation Day. Mr. Gilbert Baez of WRAL

gave a superb speech.

Again, I enjoyed lunch with the Mayors of Creedmoor and Stem.

Our Military Holiday Committee did not meet this month due to inclement weather;

however, we have received commitments from program participants.

I nominated Butner resident Ms. Georgia Phelts for a Granville County Volunteer Service

Award in the Beautification Category. The County’s Environmental Affairs Committee

chose Ms. Phelts for the award. She was recognized during the April 2 County Board of Commissioners’ meeting. Ms. Phelts began picking up litter in Butner in 1960. She was

very deserving of the recognition.

Our town will be hosting the Granville County Chamber of Commerce’s sunrise forum at

7:45 am on Friday, May 11, at Town Hall. Our Speaker will be Anthony Copeland, North

Carolina Secretary of Commerce. It will be open to the public. I invited all of you to

attend.

ADJOURNMENT

WITH THERE BEING NO FURTHER BUSINESS, AT APPROXIMATELY 7:50 P.M., COUNCIL MEMBER BRANCH MADE A MOTION,

SECONDED BY COUNCIL MEMBER SMOAK, TO ADJOURN. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED.

______________________________________

Barbara J. Rote, CMC, NCCMC Town Clerk

ATTEST:

_________________________________________

Terry Turner, Mayor

PROCLAMATION

FOR THE 66TH ANNUAL NATIONAL DAY OF PRAYER

May 3, 2018

WHEREAS, The National Day of Prayer tradition predates the founding of

the United States of America, evidenced by the Continental Congress’ proclamation in 1775 setting aside a day of prayer.

WHEREAS, in 1952, Congress established an annual day of prayer and, in 1988, that law was amended, designating the National Day of Prayer as the first Thursday in May.

WHEREAS, leaders of our Nation have relied upon the power of prayer throughout American history; and

WHEREAS, May 3, 2018 marks the 66th consecutive observance of the

National Day of Prayer; and

WHEREAS, the theme for this year’s National Day of Prayer is Pray for

America – Unity, "Making every effort to keep the unity of the Spirit through the bond of peace."

NOW THEREFORE, I, Terry Turner, Mayor of the Town of Butner, along with the Butner Town Council do hereby proclaim Thursday, May 3, 2018, as a “DAY OF PRAYER” in Butner and urge our citizens to join together in their

homes, places of work and places of worship, to pray for the unity of the hearts of all mankind, and to continue in prayer for our State and our Nation.

This 3rd day of May, 2018

Attest:

____________________________ ____________________________ Terry Turner, Mayor Barbara J. Rote, CMC, Town Clerk

ATTACHMENT 7

ATTACHMENT 8

TOWN OF BUTNER

BUDGET ORDINANCE AMENDMENT

___012____ - 2018

BE IT ORDAINED by the Council of the Town of Butner, North Carolina that

the following amendment be made to the annual budget ordinance for the fiscal year

ending June 30, 2018:

Section 1. To amend the General Fund, the appropriations are to be changed as

follows:

Account No. Decrease Increase

10-9701 Sales tax on contracts $ 20,000

$ 0 $ 20,000

======= ======

This will result in a net increase of $20,000 in the appropriations of the General Fund.

To provide additional revenue for the above, the following revenue will be increased.

There is sufficient available Fund Balance for this appropriation. (To appropriate

additional funds for sales tax on contracts).

Account No. Decrease Increase

10-0000-3991 Fund Balance appropriated $ 20,000

$ 0 $ 20,000

======= =======

Section 2. Copies of this budget amendment shall be furnished to the Town

Clerk, and to the Budget Officer and the Finance Officer for their direction.

Adopted this 3rd day of May , 2018.

[SEAL]

____________________________________

Barbara J. Rote, Town Clerk

ATTACHMENT 10

Uniform Guidance Conflict of Interest Policy Town of Butner, North Carolina

I. Purpose

The purpose of this policy is to establish conflicts of interest guidelines that meet or exceed the requirements under state law and local policy when procuring goods (apparatus, supplies, materials, and equipment), services, and construction or repair projects paid for in part or whole by federal funds and required under 2 C.F.R. § 200.318(c)(1).

II. Policy

This policy applies when procuring goods (apparatus, supplies, materials, and equipment), services, and construction or repair projects funded in part or whole with federal financial assistance (direct or reimbursed). This policy also applies to any subrecipient of the funds. The employee responsible for managing the federal financial assistance award shall review the notice of award to identify any additional conflicts of interest prohibitions or requirements associated with the award, and shall notify all employees, officers, and agents, including subrecipients, of the requirements of this policy and any additional prohibitions or requirements. A. Conflicts of Interest. In addition to the prohibition against self-benefiting from a

public contract under G.S. 14-234, no officer, employee, or agent of the Town of Butner may participate directly or indirectly in the selection, award, or administration of a contract supported by a federal award if he or she has a real or apparent conflict of interest. A real or apparent conflict exists when any of the following parties has a financial or other interest in or receives a tangible personal benefit from a firm considered for award of a contract:

1. the employee, officer, or agent involved in the selection, award, or administration of a contract;

2. any member of his or her immediate family;

3. his or her partner; or

4. an organization which employs or is about to employ any of these parties.

Any officer, employee, or agent with an actual, apparent, or potential conflict of interest as defined in this policy shall report the conflict to his or her immediate supervisor. Any such conflict shall be disclosed in writing to the federal award agency or pass-through entity in accordance with applicable Federal awarding agency policy.

B. Gifts. In addition to the prohibition against accepting gifts and favors from vendors

and contractors under G.S. 133-32, officers, employees, and agents of the Town of Butner are prohibited from accepting or soliciting gifts, gratuities, favors, or anything

ATTACHMENT 11

of monetary value from contractors, suppliers, or parties to subcontracts. Items of nominal value valued at less than $25 which fall into one of the following categories may be accepted:

1. promotional items;

2. honorariums for participation in meetings; or

3. meals furnished at banquets.

Any officer, employee or agent who knowingly accepts an item of nominal value allowed under this policy shall report the item to his or her immediate supervisor.

III. Violation

Employees violating this policy will be subject to discipline up to and including termination. Contractors violating this policy will result in termination of the contract and may not be eligible for future contract awards.

Uniform Guidance Procurement Policy Town of Butner, North Carolina

I. Purpose

The purpose of this Policy is to establish guidelines that meet or exceed the procurement requirements for purchases of goods (apparatus, supplies, materials, and equipment), services, and construction or repair projects when federal funds are being used in whole or in part to pay for the cost of the contract.

II. Policy

A. Application of Policy. This policy applies to contracts for purchases, services, and construction or repair work funded with federal financial assistance (direct or reimbursed). The requirements of this Policy also apply to any subrecipient of the funds. All federally funded projects, loans, grants, and sub-grants, whether funded in part or wholly, are subject to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for federal awards (Uniform Guidance) codified at 2 C.F.R. Part 200 unless otherwise directed in writing by the federal agency or state pass-through agency that awarded the funds.

B. Compliance with Federal Law. All procurement activities involving the expenditure of federal funds must be conducted in compliance with the Procurement Standards codified in 2 C.F.R. § 200.317 through § 200-326 unless otherwise directed in writing by the federal agency or state pass-through agency that awarded the funds. Town of Butner will follow all applicable local, state, and federal procurement requirements when expending federal funds. Should the Town of Butner have more stringent requirements, the most restrictive requirement shall apply so long as it is consistent with state and federal law.

C. Contract Award. All contracts shall be awarded only to the lowest responsive responsible

bidder possessing the ability to perform successfully under the terms and conditions of the contract.

D. No Evasion. No contract may be divided to bring the cost under bid thresholds or to evade any requirements under this Policy or state and federal law.

E. Contract Requirements. All contracts paid for in whole or in part with federal funds shall be in writing. The written contract must include or incorporate by reference the provisions required under 2 C.F.R § 200.326 and as provided for under 2 C.F.R. Part 200, Appendix II.

F. Contractors’ Conflict of Interest. Designers, suppliers, and contractors that assist in the development or drafting of specifications, requirements, statements of work, invitation for bids or requests for proposals shall be excluded from competing for such requirements.

ATTACHMENT 12

G. Approval and Modification. The administrative procedures contained in this Policy are

administrative and may be changed as necessary at the staff level to comply with state and federal law.

III. General Procurement Standards and Procedures:

The Purchasing Administrator shall procure all contracts in accordance with the requirements of this Section of the Policy.

A. Necessity. Purchases must be necessary to perform the scope of work and must avoid

acquisition of unnecessary or duplicative items. The Purchasing Department and/or the Requesting Department should check with the federal surplus property agency prior to buying new items when feasible and less expensive. Strategic sourcing should be considered with other departments and/or agencies who have similar needs to consolidate procurements and services to obtain better pricing.

B. Clear Specifications. All solicitations must incorporate a clear and accurate description of

the technical requirements for the materials, products, or services to be procured, and shall include all other requirements which bidders must fulfill and all other factors to be used in evaluating bids or proposals. Technical requirements must not contain features that restrict competition.

C. Notice of Federal Funding. All bid solicitations must acknowledge the use of federal funding for the contract. In addition, all prospective bidders or offerors must acknowledge that funding is contingent upon compliance with all terms and conditions of the funding award.

D. Compliance by Contractors. All solicitations shall inform prospective contractors that they must comply with all applicable federal laws, regulations, executive orders, and terms and conditions of the funding award.

E. Fixed Price. Solicitations must state that bidders shall submit bids on a fixed price basis and that the contract shall be awarded on this basis unless otherwise provided for in this Policy. Cost plus percentage of cost contracts are prohibited. Time and materials contracts are prohibited in most circumstances. Time and materials contracts will not be used unless no other form of contract is suitable and the contract includes a “Not to Exceed” amount. A time and materials contract shall not be awarded without express written permission of the federal agency or state pass-through agency that awarded the funds.

F. Use of Brand Names. When possible, performance or functional specifications are preferred to allow for more competition leaving the determination of how the reach the required result to the contractor. Brand names may be used only when it is impractical or uneconomical to write a clear and accurate description of the requirement(s). When a

brand name is listed, it is used as reference only and “or equal” must be included in the description.

G. Lease versus Purchase. Under certain circumstances, it may be necessary to perform an analysis of lease versus purchase alternatives to determine the most economical approach.

H. Dividing Contract for M/WBE Participation. If economically feasible, procurements may be divided into smaller components to allow maximum participation of small and minority businesses and women business enterprises. The procurement cannot be divided to bring the cost under bid thresholds or to evade any requirements under this Policy.

I. Documentation. Documentation must be maintained by the Finance Department and/or the Requesting Department detailing the history of all procurements. The documentation should include the procurement method used, contract type, basis for contractor selection, price, sources solicited, public notices, cost analysis, bid documents, addenda, amendments, contractor’s responsiveness, notice of award, copies of notices to unsuccessful bidders or offerors, record of protests or disputes, bond documents, notice to proceed, purchase order, and contract. All documentation relating to the award of any contract must be made available to the granting agency upon request.

J. Cost Estimate. For all procurements costing $150,000 or more, the Purchasing Administrator and/or Requesting Department shall develop an estimate of the cost of the procurement prior to soliciting bids. Cost estimates may be developed by reviewing prior contract costs, online review of similar products or services, or other means by which a good faith cost estimate may be obtained. Cost estimates for construction and repair contracts may be developed by the project designer.

K. Contract Requirements. The Town Attorney and/or the Finance Department must prepare a written contract incorporating the provisions referenced in Section II.C of this Policy.

L. Debarment. No contract shall be awarded to a contractor included on the federally debarred bidder’s list.

M. Contractor Oversight. The Finance Department and/or Requesting Department must maintain oversight of the contract to ensure that contractor is performing in accordance with the contract terms, conditions, and specifications.

N. Open Competition. Solicitations shall be prepared in a way to be fair and provide open competition. The procurement process shall not restrict competition by imposing unreasonable requirements on bidders, including but not limited to unnecessary supplier experience, excessive or unnecessary bonding, specifying a brand name without allowing for “or equal” products, or other unnecessary requirements that have the effect of restricting competition.

O. Geographic Preference. No contract shall be awarded on the basis of a geographic preference.

IV. Specific Procurement Procedures

Either the Purchasing Department or the Requesting Department shall solicit bids in accordance with the requirements under this Section of the Policy based on the type and cost of the contract.

A. Service Contracts (except for A/E professional services) and Purchase Contracts costing

less than $3,500 shall be procured using the Uniform Guidance “micro-purchase” procedure (2 C.F.R. § 200.320(a)) as follows:

1. The contract may be awarded without soliciting pricing or bids if the price of the goods or services is considered to be fair and reasonable.

2. To the extent practicable, purchases must be distributed among qualified suppliers.

B. Service Contracts (except for A/E professional services) and Purchase Contracts costing

$3,500 up to $90,000 shall be procured using the Uniform Guidance “small purchase” procedure (2 C.F.R. § 200.320(b)) as follows:

1. Obtain price or rate quotes from an “adequate number” of qualified sources (a federal grantor agency might issue guidance interpreting “adequate number,” so the Requesting Department should review the terms and conditions of the grant award documents to confirm whether specific guidance has been issued).

2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as required under 2 C.F.R. § 200.321.

3. Cost or price analysis is not required prior to soliciting bids. 4. Award the contract on a fixed-price basis (a not-to-exceed basis is permissible for

service contracts where obtaining a fixed price is not feasible). 5. Award the contract to the lowest responsive, responsible bidder.

C. Service Contracts (except for A/E professional services) and Purchase Contracts costing $90,000 and above shall be procured using a combination of the most restrictive requirements of the Uniform Guidance “sealed bid” procedure (2 C.F.R. § 200.320(c)) and state formal bidding procedures (G.S. 143-129) as follows:

1. Cost or price analysis is required prior to soliciting bids. 2. Complete specifications or purchase description must be made available to all

bidders. 3. The bid must be formally advertised in a newspaper of general circulation for at

least seven full days between the date of the advertisement and the date of the public bid opening. Electronic-only advertising must be authorized by the governing board. The advertisement must state the date, time, and location of the public bid opening, indicate where specifications may be obtained, and reserve to the governing board the right to reject any or all bids only for “sound documented reasons.”

4. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as required under 2 C.F.R. § 200.321.

5. Open bids at the public bid opening on the date, time, and at the location noticed in the public advertisement. All bids must be submitted sealed. A minimum of 2 bids must be received in order to open all bids.

6. Award the contract to the lowest responsive, responsible bidder on a fixed-price basis. Governing board approval is required for purchase contracts unless the governing board has delegated award authority to an individual official or employee. Any and all bids may be rejected only for “sound documented reasons.”

D. Service Contracts (except for A/E professional services) costing $150,000 and above may

be procured using the Uniform Guidance “competitive proposal” procedure (2 C.F.R. § 200.320(d)) when the “sealed bid” procedure is not appropriate for the particular type of service being sought. The procedures are as follows:

1. A Request for Proposals (RFP) must be publicly advertised. Formal advertisement in a newspaper is not required so long as the method of advertisement will solicit proposals from an “adequate number” of qualified firms.

2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided under 2 C.F.R. § 200.321.

3. Identify evaluation criteria and relative importance of each criteria (criteria weight) in the RFP.

4. Consider all responses to the publicized RFP to the maximum extent practical. 5. Must have a written method for conducting technical evaluations of proposals and

selecting the winning firm. 6. Award the contract to the responsible firm with most advantageous proposal

taking into account price and other factors identified in the RFP. Governing board approval is not required.

7. Award the contract on a fixed-price or cost-reimbursement basis.

E. Construction and repair contracts costing less than $3,500 shall be procured using the Uniform Guidance “micro-purchase” procedure (2 C.F.R. § 200.320(a)) as follows:

1. The contract may be awarded without soliciting pricing or bids if the price of the goods or services is considered to be fair and reasonable.

2. To the extent practicable, contracts must be distributed among qualified suppliers.

F. Construction and repair contracts costing $3,500 up to $150,000 shall be procured using

the Uniform Guidance “small purchase” procedure (2 C.F.R. § 200.320(b)) as follows: 1. Obtain price or rate quotes from an “adequate number” of qualified sources (a

federal grantor agency might issue guidance interpreting “adequate number,” so the requesting department should review the terms and conditions of the grant award documents to confirm whether specific guidance has been issued).

2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as required under 2 C.F.R. § 200.321.

3. Cost or price analysis is not required prior to soliciting bids, although price estimates may be provided by the project designer.

4. Award the contract on a fixed-price or not-to-exceed basis. 5. Award the contract to the lowest responsive, responsible bidder. Governing

board approval is not required.

G. Construction and repair contracts costing $150,000 up to $500,000 shall be procured using the Uniform Guidance “sealed bid” procedure (2 C.F.R. § 200.320(c)) as follows:

1. Cost or price analysis is required prior to soliciting bids (this cost estimate may be provided by the project designer).

2. Complete specifications must be made available to all bidders. 3. Publically advertise the bid solicitation for a period of time sufficient to give

bidders notice of opportunity to submit bids (formal advertisement in a newspaper is not required so long as other means of advertising will provide sufficient notice of the opportunity to bid). The advertisement must state the date, time, and location of the public bid opening, and indicate where specifications may be obtained.

4. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided under 2 C.F.R. § 200.321.

5. Open the bids at the public bid opening on the date, time, and at the location noticed in the public advertisement. All bids must be submitted sealed. A minimum of 2 bids must be received in order to open all bids.

6. A 5% bid bond is required of all bidders. Performance and payment bonds of 100% of the contract price is required of the winning bidder.

7. Award the contract on a firm fixed-price basis. 8. Award the contract to the lowest responsive, responsible bidder. Governing board

approval is not required. Any and all bids may be rejected only for “sound documented reasons.”

H. Construction and repair contracts costing $500,000 and above shall be procured using a

combination of the most restrictive requirements of the Uniform Guidance “sealed bid” procedure (2 C.F.R. § 200.320(c)) and state formal bidding procedures (G.S. 143-129) as follows:

1. Cost or price analysis is required prior to soliciting bids (this cost estimate should be provided by the project designer).

2. Complete specifications must be made available to all bidders. 3. Formally advertise the bid in a newspaper of general circulation for at least seven

full days between the date of the advertisement and the date of the public bid opening. Electronic-only advertising must be authorized by the governing board. The advertisement must state the date, time, and location of the public bid opening, indicate where specifications may be obtained, and reserve to the governing board the right to reject any or all bids only for “sound documented reasons.”

4. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided under 2 C.F.R. § 200.321.

5. Open the bids at the public bid opening on the date, time, and at the location noticed in the public advertisement. All bids must be submitted sealed and in paper form. A minimum of 3 bids must be received in order to open all bids.

6. A 5% bid bond is required of all bidders (a bid that does not include a bid bond cannot be counted toward the 3-bid minimum requirement). Performance and payment bonds of 100% of the contract price is required of the winning bidder.

7. Award the contract on a firm fixed-price basis. 8. Award the contract to the lowest responsive, responsible bidder. Governing

board approval is required and cannot be delegated. The governing board may reject and all bids only for “sound documented reasons.”

I. Construction or repair contracts involving a building costing $300,000 and above must

comply with the following additional requirements under state law: 1. Formal HUB (historically underutilized business) participation required under G.S.

143-128.2, including local government outreach efforts and bidder good faith efforts, shall apply.

2. Separate specifications shall be drawn for the HVAC, electrical, plumbing, and general construction work as required under G.S. 143-128(a).

3. The project shall be bid using a statutorily authorized bidding method (separate-prime, single-prime, or dual bidding) as required under G.S. 143-129(a1).

J. Contracts for Architectural and Engineering Services costing under $150,000 shall be

procured using the state “Mini-Brooks Act” requirements (G.S. 143-64.31) as follows: 1. Issue a Request for Qualifications (RFQ) to solicit qualifications from qualified

firms (formal advertisement in a newspaper is not required). Price (other than unit cost) shall not be solicited in the RFQ.

2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided for under 2 C.F.R. § 200.321.

3. Evaluate the qualifications of respondents based on the evaluation criteria developed by the Purchasing Department and/or Requesting Department.

4. Rank respondents based on qualifications and select the best qualified firm. Price cannot be a factor in the evaluation. Preference may be given to in-state (but not local) firms.

5. Negotiate fair and reasonable compensation with the best qualified firm. If negotiations are not successfully, repeat negotiations with the second-best qualified firm.

6. Award the contract to best qualified firm with whom fair and reasonable compensation has been successfully negotiated. Governing board approval is not required.

K. Contracts for Architectural and Engineering Services costing $150,000 or more shall be

procured using the Uniform Guidance “competitive proposal” procedure (2 C.F.R. § 200.320(d)(5)) as follows:

1. Publically advertise a Request for Qualifications (RFQ) to solicit qualifications from qualified firms (formal advertisement in a newspaper is not required). Price (other than unit cost) shall not be solicited in the RFQ.

2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided under 2 C.F.R. § 200.321.

3. Identify the evaluation criteria and relative importance of each criteria (the criteria weight) in the RFQ.

4. Proposals must be solicited from an “adequate number of qualified sources” (an individual federal grantor agency may issue guidance interpreting “adequate number”).

5. Must have a written method for conducting technical evaluations of proposals and selecting the best qualified firm.

6. Consider all responses to the publicized RFQ to the maximum extent practical. 7. Evaluate qualifications of respondents to rank respondents and select the most

qualified firm. Preference may be given to in-state (but not local) firms provided that granting the preference leaves an appropriate number of qualified firms to compete for the contract given the nature and size of the project.

8. Price cannot be a factor in the initial selection of the most qualified firm. 9. Once the most qualified firm is selected, negotiate fair and reasonable

compensation. If negotiations are not successfully, repeat negotiations with the second-best qualified firm.

10. Award the contract to best qualified firm with whom fair and reasonable compensation has been successfully negotiated. Governing board approval is not required.

V. Exceptions

Non-competitive contracts are allowed only under the following conditions and with the written approval of the federal agency or state pass-through agency that awarded the federal funds: A. Sole Source. A contract may be awarded without competitive bidding when the item is

available from only one source. The Purchasing Department and/or Requesting Department shall document the justification for and lack of available competition for the item. A sole source contract must be approved by the governing board.

B. Public Exigency. A contract may be awarded without competitive bidding when there is

a public exigency. A public exigency exists when there is an imminent or actual threat to public health, safety, and welfare, and the need for the item will not permit the delay resulting from a competitive bidding.

C. Inadequate Competition. A contract may be awarded without competitive bidding when

competition is determined to be inadequate after attempts to solicit bids from a number of sources as required under this Policy does not result in a qualified winning bidder.

D. Federal Contract. A contract may be awarded without competitive bidding when the

purchase is made from a federal contract available on the U.S. General Services Administration schedules of contracts.

E. Awarding Agency Approval. A contract may be awarded without competitive bidding

with the express written authorization of the federal agency or state pass-through agency

that awarded the federal funds so long as awarding the contract without competition is consistent with state law.

A POLICY PRESCRIBING PROCEDURES FOR DISPOSING OF

PERSONAL PROPERTY VALUED AT LESS THAN $30,000 BE IT ORDAINED by the Butner Town Council, Butner NC: Section 1. The Town Manager is hereby authorized to dispose of any surplus personal property owned by the Town of Butner, whenever he or she determines, in his or her discretion, that: (a) the item or group of items has a fair market value of less than thirty

thousand dollars ($30,000.00);

(b) the property is no longer necessary for the conduct of public business; and,

(c) sound property management principles and financial considerations

indicate that the interests of the Town would best be served by disposing of the property.

Section 2. The Town Manager may dispose of any such surplus personal property by any means which he or she judges reasonably calculated to yield the highest attainable sale price in money or other consideration, including but not limited to the methods of sale provided in Article 12 of N.C. Gen. Stat. Chapter 160A. Such sale may be public or private, and with or without notice and minimum waiting period. Section 3. The surplus property shall be sold to the party who tenders the highest offer, or exchanged for any property or services useful to the Town if greater value may be obtained in that manner, and the Town Manager is hereby authorized to execute and deliver any applicable title documents. If no offers are received within a reasonable time, the Town Manager may retain the property, obtain any reasonably available salvage value, or cause it to be discarded. No surplus property may be donated to any individual or organization except by resolution of the Butner Town Council. Section 4. The Town Manager or his/her designee shall keep a record of all property sold under authority of this Policy and that record shall generally describe the property sold or exchanged, to whom it was sold or with whom exchanged, and the amount of money or other consideration received for each sale or exchange.

ATTACHMENT 13

Section 5. A report will be given at the Butner Town Council Regular Meeting following completion of the sale. Section 6. This Policy is adopted pursuant to the provisions of N.C. Gen. Stat. § 160A-266(c). Section 7. This Policy shall become effective upon adoption. Adopted this _______ day of ______________, 20___. ______________________________ Terry Turner, Mayor ATTEST: _______________________________ Barb Rote, Butner Town Clerk

RESOLUTION DECLARING A ROAD CLOSURE FOR THE 2018

BUTNER CHICKEN PICKIN’

WHEREAS, the Town Council of Butner acknowledges a long tradition of an annual Chicken

Pickin’ for its citizens; and

WHEREAS, the Town Council of Butner acknowledges its citizens realize a civic and economic

benefit from holding an annual Chicken Pickin’; and

WHEREAS, the Town Council of Butner acknowledges a Chicken Pickin’ Event requires signs

and traffic control, and also requires removing signs, traffic control, and litter retrieval;

NOW THEREFORE BE IT RESOLVED by the Town Council of Butner pursuant to the

authority granted by G.S. 20-169 that they do hereby declare a temporary road closure during the

day(s) and times set forth below on the following described portion of a State Highway System

route:

Date(s): Saturday, June 02, 2018

Times: 6:00 a.m. to 5:00 p.m.

Route Description: Central Avenue (SR 1103) between D Street (SR1113) and

E Street (SR1172)

This resolution is to become effective when signs are erected giving notice of the limits and times

of the event, and implementation of adequate traffic control to guide vehicles around the event

route.

Adopted this _______ day of ________________________, 2018.

___________________________________

Terry Turner, Mayor

Town of Butner

Attest:

________________________

Barbara Rote, Town Clerk

ATTACHMENT 14

ATTACHMENT 15

RESOLUTION DECLARING A ROAD CLOSURE FOR THE AUGUST

2018 CHAMBER OF COMMERCE “ALIVE AFTER FIVE” EVENT

WHEREAS, the Town Council of Butner acknowledges the Granville County Chamber of

Commerce’s “Alive After Five” event for Butner’s and Granville County’s citizens ; and

WHEREAS, the Town Council of Butner acknowledges its citizens and businesses realize a civic

and economic benefit from supporting the “Alive After Five” event; and

WHEREAS, the Town Council of Butner acknowledges the “Alive After Five” event requires

signs and traffic control, and also requires removing signs, traffic control, and litter retrieval;

NOW THEREFORE BE IT RESOLVED by the Town Council of Butner pursuant to the

authority granted by G.S. 20-169 that they do hereby declare a temporary road closure during the

day(s) and times set forth below on the following described portion of a State Highway System

route:

Date(s): Thursday, August 16, 2018

Times: 5:00 p.m. to 9:00 p.m.

Route Description: Central Avenue (SR 1103) between D Street (SR1113) and

E Street (SR1172)

This resolution is to become effective when signs are erected giving notice of the limits and times

of the event, and implementation of adequate traffic control to guide vehicles around the event

route.

Adopted this _______ day of ________________________, 2018.

___________________________________

Terry Turner, Mayor

Town of Butner

Attest:

________________________

Barbara Rote, Town Clerk

TOWN OF BUTNER RESOLUTION AWARDING

RETIRING BUTNER PUBLIC SAFETY OFFICER ADLEY K. PRAGER HIS BADGE AND SERVICE SIDEARM

WHEREAS, NCGS § 20-187.2 provides that a retiring member of a law enforcement agency may receive, at the time of his retirement, the badge worn or carried by such retiring officer during his service with Butner Public Safety; and

WHEREAS, NCGS § 20-187.2 further provides that the governing body of a municipal law enforcement agency may, in its discretion, award the retiring member the service side arm of such retiring member upon his securing a permit as required by NCGS 14-402 et. seq. or NCGS § 14-409.1 et. seq. or without permit provided the weapon shall be rendered incapable of being fired; and

WHEREAS, Adley K. Prager will be retiring on April 1, 2018 after many years of service with Butner Public Safety, and the Town of Butner wishes to honor and thank Mr. Prager for his service to the Butner Public Safety Department by awarding to him his badge and service sidearm.

NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE TOWN OF BUTNER THAT, in consideration of the dedicated service provided to the Town of Butner by Adley K. Prager and upon his securing a permit as required by NCGS § 14-402, Mr. Prager is to be awarded, at no additional cost to him, his badge and a nominal fee of one dollar, the sidearm assigned to him at the time of his retirement as a Public Safety Officer.

ADOPTED BY THE COUNCIL OF THE TOWN OF BUTNER THIS 3rd DAY OF MAY, 2018.

TOWN OF BUTNER

By: ___________________________ Terry Turner, Mayor

Attested By: __________________________

Barbara Rote, Town Clerk

ATTACHMENT 16

Manager’s Report

May 3, 2018

1. Met with DANCO, the General Contractor for the VLC project to review their Architectural drawing for the new facility. Progress is being made on the building design. Being that this facility will be on leased state property complicates the utility and grading work. We gave them contacts to help streamline their process.

2. Attended the monthly meeting of the Granville County Chamber of Commerce. Membership drives are

their big push during the month of April.

3. Attended a Central Avenue Traffic meeting with NCDOT officials to request them to study the need for traffic signals at D and B Streets. They said they would and get back to us in a timely manner.

4. Attended the first Finance Committee meeting to review department head request and Council request.

The second meeting will be held on Monday, April 30, 2018 at 5:30 pm.

5. Attended the RAB (Restoration Advisory Board) meeting hosted by the US Army Corps of Engineers to review new technology to locate unexploded ordinances that may be buried up to 6 feet deep. The new technology is a radar that can locate and give a 3-D picture of the type of ordinance that is buried. They would like to use this technology in “hot” areas previously mapped during earlier explorations. The next phase is to gain permission from the property owners to use this new technology.

6. Met with Tracy Kendrick with Duke Energy to conduct a field survey of Highway 56, East Lyon and West

Lyon Station roads to begin the process of LED Lighting Plan for these areas. This should take several months to prepare.

7. Attended Manager’s meeting in Oxford at Harry Mills office. I have requested an inventory of vacant

industrial buildings in Butner and the status of each. This will allow Town staff to help facilitate an occupant for these buildings, as we are sometimes the first point of contact.

8. Working almost daily on the Town budget.

9. F Street is now complete, except for the punch list.

10. Hager Smith Design is currently working on the upgrade of the old Fire Station. The new design will be

completed in June.

11. The new sidewalk from D Street to B Street will begin within the next several weeks. 12. NCDOT has confirmed that they will include the road improvements for a left turn lane into the future

Butner Gateway property at the intersection of HWY 56 and the realigned West Lyon Station Road in exchange for the Town taking over the “old portion” of W. Lyon Station Rd. NCDOT will clean the ditches and possibly repave the road before deeding it to the Town.

ATTACHMENT 17

Town of Butner 415 Central Avenue

P.O. Box 270

Butner, NC 27509 Tel 919-575-3032 Fax 919-575-3034

Terry Turner, Mayor Thomas S. Marrow, Town Manager

An Equal Opportunity / Affirmative Action Employer

Planning and Recreation Director’s Report

The Planning Board will meet on May 12 at 7:00 p.m.

The roof replacement at the Sports Arena is complete.

Meadows at Wynngate, residential development completing the original phase 4 of the Wynngate Subdivision should have final plat approval any day, which will allow lots to be

sold and construction of homes to begin.

Applewood Townes West, the Townhome project on Joe Peed Road is working on their construction plans for site plan and stormwater management permits.

Butner Town Council Meeting Butner Public Safety Monthly Report May 03, 2018 (submitted 04/25/18) By Chief DR Roberts

1

FIRE SERVICES Notable Fire Calls and Services since last meeting 03/26/2018 Fire in mobile home Saratoga St. 04/01/2018 Structure Fire Will Suitt Rd. 04/12/2018 Motor Vehicle Collision w/ Fatality I-85

Other Fire Incidents

Motor Vehicle Collisions 8

Fire Alarm Activations 9

Fuel Leaks 1

Rubbish Fires 1

Vehicle Fires 2

Through donations of 10 vehicles from 2 local tow companies, Morgan’s and S&S Towing, Butner Public Safety has conducted vehicle extrication training throughout the month of April with all shifts and volunteer firefighters.

Butner Town Council Meeting Butner Public Safety Monthly Report May 03, 2018 (submitted 04/25/18) By Chief DR Roberts

2

POLICE SERVICES Notable Police Calls and Services since last meeting

911 Hang Up Calls = 13

Animal Complaints = 7

Arrest = 26

Arson= 0

B & E Structures = 2

B & E Motor Vehicles = 0

Communicating Threats = 2

Disturbances = 13

DWI = 2

EMS Calls = 9

Juvenile Complaints = 1

Larcenies = 8

Larceny of Motor Vehicles = 0

Traffic Stops =223

Traffic Citations issued = 102

Vehicle Crashes”10-50’s” = 15

Ride Along = 3

BPS Staff called in to assist with:

Polk 5K Run April 21, 2018

Granville Central Prom photos as Gazebo April 28, 2018

South Granville Prom photos at Gazebo May 05, 2018

Special Olympics Torch Run May 11, 2018

Fall Lake Academy 5K Run May 12, 2018

BSMS 5K Run May 12, 2018

Special Olympics Games at Murdoch May 16, 2018

Memorial Day Event May 28, 2018

Street Dance June 01, 2018

Chicken Pickin’ June 02, 2018

Community Watch Meeting: The next Community Watch meeting is May 10, 2018 at 6:00 pm in the Camp Butner Room at Town Hall. All are invited

MISCELLANEOUS

PSO and Telecommunicator recruitment underway for retirements in July

Promotional Assessment Center postponed.

No “bites” yet on selling the old fire apparatus

Agenda 05-03-18Item 5 M04-05-18Item 7 NATIONAL DAY OF PRAYER 2018Item 8 Finance Report March 2018Item 10 Amend 012-2018Item 11 Conflicts and Gifts PolicyUniform Guidance Conflict of Interest Policy

Item 12 UG Procurement PolicyUniform Guidance Procurement Policy

Item 13 Disposal under $30,000 REVISEDItem 14 2018 Chicken Pickin Road Closure ResolutionItem 15 AA5 Request & Street ClosureScanned Butner permission letter 20182018 Alive After Five Road Closure Resolution

Item 16 Prager Weapon ResolutionItem 17 Staff ReportsManager Report May 20185-3-18 Planning and Recreation Director's ReportBPS Council Mtg Report 2018 05 03